Effective Outcome Management


Auto-Reminder Emails:

EvalTools® provides auto-email features that allow an administrator to send emails to all survey participants on a regular interval and for a specific period of time. There are two types of auto-email setups: (1) the General Email Category (GEC) and (2) the Class Response Email Category (CRC). The GEC email allows you to send emails to both students and faculty. The CRC mail allows you to send emails to faculty to alert them of the response rate status in their classes.

Up-to-Date Tracking on Response Rate:

EvalTools® provides up-to-date real-time tracking on your class response rate for the deployed assessment surveys. The figure below shows a snapshot of how a program chair might monitor or track the class response rate for the survey deployed. If the response rate is not high enough, you have the tools to send reminder emails to students or even to faculty to alert them of their own class response rate. Faculty also have access to a snap view of the class response rate for their own classes.

Objective Evidence Folders:

As part of the evaluation process, objective evidence needs to be collected and documented for each course as proof for outside evaluators. It is customary to collect and keep student work (assignments, projects, etc.) as a course portfolio. EvalTools®, however, automatically composes your course portfolio as part of the objective evidence folder. In fact, EvalTools® composes the following items as standard objective evidence:

  1. FCAR
  2. Course syllabus
  3. Direct assessment results—course portfolio
  4. Indirect assessment results—course exit survey responses
Course Portfolio Folder:

The course portfolio folder is the central depository for keeping track of lessons and assignments submitted by both the faculty and students for the class. The departmental course portfolio folder is designed to allow the Chair to view all course portfolios set up by individual faculty in that department. It makes management of departmental functions much easier for the Chair.

Course Action-Items Matrix:

To facilitate meaningful outcomes assessment, closing the loop is an important step in ensuring the quality improvement process. Action items from review must be captured and implemented. The course action items matrix is designed to automatically collect all suggested action items from each course's FCAR when a faculty enters the suggested action item at the end of the semester. The course action items matrix covers the following information:

    • review history
    • course name
    • suggested action items
    • responsible faculty
    • closing date
    • action items status

The course action items matrix also serves as objective evidence documented for a good review process during the external audit or program evaluation. Any corrected action items in the course action items matrix will propagate to each individual course's FCAR, reducing the faculty workload in tracking the necessary action items for the same course to be offered in the future.

Curriculum Outcomes Matrix:

The Curriculum Outcomes Matrix provides the overview of strengths and weaknesses of how courses you offered meet the program criteria. The following figure shows a snapshot of the curriculum matrix.

curriculum outcomes matrix

Curriculum outcomes matrix

From this matrix, you can derive:

  1. How each course outcome correlates with program outcomes. The "x" indicates the correlations; and
  2. How many courses offered that term satisfy each program outcome indicated as a number in the "Total Courses" row. This information supplies a sense of your program strengths and weaknesses.

There are three other perspectives of the curriculum outcome matrix offered by EvalTools®:

    • A simplified overview of the curriculum outcome matrix—gives only the aggregate correlation relations without the detailed course outcomes as shown in the above figure. This is useful for reporting when a simplified overview is desired.
    • A detailed student view on curriculum outcome matrix—gives aggregate results from student evaluations on each course outcome as measured against program outcomes. It reveals potential weaknesses in the program.
    • A detailed comparative view on the curriculum outcome matrix—gives the comparative aggregate results from both students and faculty. This comparative view matrix gives you the needed information to determine if the students' perspectives are accountable and in line with those of the faculty.


Executive Summary:

EvalTools® provides the executive summary as one last stop in your outcomes assessment processes. The executive summary consists of two tables. The first lists the results of all student outcomes. It gives the term of the student outcomes being reviewed and the final classification of the results. The second table gives the detailed executive summary for each specific student outcome, the reviewers who write the final determination, and the review date.

The executive summary gives a final summary of program evaluation results in a clear and concise manner. It captures your summaries of program evaluation results as you enter them from year to year. You could print them out in Word format as part of your self-study report for your program evaluation.